A good meeting request introduces you, mentions the shared event, explains why the connection is relevant, offers a specific reason to meet, suggests a short time window and makes it easy to decline. Then leave space between meetings.
Pre-event activity makes the first in-person conversation easier. A short, relevant request is the strongest part of it.
Pre-event actions that help
Prepare
- Update your profile
- Identify priority contacts
- Engage with relevant event content
- Join the event community or app
- Comment on useful discussions
Reach out
- Request introductions
- Send concise meeting requests
- Review the agenda and mark natural networking windows
- Prepare conversation topics and a useful resource to share
Framework
A meeting request in six parts
A LinkedIn message before a conference
LinkedIn messages need to be shorter than email. Keep the same logic, in three sentences: who you are and the shared event, why you are writing, and one easy question.
Schedule meetings without overbooking
Meeting requests create momentum, but an overloaded agenda makes genuine networking difficult. Leave room for the conversations you could not have planned.
Protect your time
- Leave space between meetings
- Include travel time
- Avoid scheduling every session break
- Reserve time for spontaneous conversations
Make meetings work
- Include a clear purpose
- Keep meeting lengths realistic
- Confirm the location or meeting method and send reminders
- Offer a fallback location
Exhibitors and attendees
Exhibitors and attendees
Use a booking tool when several people must coordinate
- Book a few priority meetings and keep the rest of the day open
- Assign each meeting an owner on your team
- Confirm a day before
Keep it personal and brief
- Ask for 15 minutes, not an hour
- Offer a time window, not a fixed slot
- Accept a polite no
Worksheet
Worksheets
| Recipient | |
| Shared context | |
| Reason for contact | |
| Relevant topic | |
| Proposed time and length | |
| Alternative or easy decline |
| Contact | |
| Purpose | |
| Date, time and location | |
| Owner | |
| Confirmed | |
| Follow-up |
Frequently asked questions
How do you request a meeting before a conference?
Introduce yourself, mention the shared event, explain why the connection is relevant, offer a specific reason to meet, suggest a short time window and make it easy to decline or propose another time.
How long should a meeting request be?
A few sentences. Say who you are, why you are writing and what you are asking, and offer a short meeting such as 15 minutes.
How many meetings should I book at an event?
Fewer than you think. Leave space between meetings, include travel time and keep room for unplanned conversations.
Booking meetings before the show?
Pre-booked meetings give you an easy first conversation. See how BoothMaven handles meeting booking for exhibitors.